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Advisory Group meeting notes, 10 August 2004

Room 101, Department of Internal Affairs, Wellington

Attendees: Kaeti Rigarlsford, Peter Sykes, Georgina Johnson, Ross Bell, Ruth Gardner, Rakiihia Tau, Stephen Blyth and Dana Reddy (minutes).

Apologies:  Vaine Hosking, Kaeti (from 3pm)

1. Welcome

Riki opened with prayer at 9:30am.

2. Minutes and matters arising

Matters arising:

  • Editorial Policies. More information and guidance needed on intellectual property rights of information on the site.  The group wants to encourage fair use while balancing this with copyright issues and acknowledgement of the creator of the material.  Stephen suggested looking into an alternative approach to copyright called “Creative Commons”.  The other related issue was approval of the content on the website.  The process for this is to be documented.
  • The responsibility of contacting the Legal Services agency has been handed over to DIA staff (originally Ross).

MOVED: The notes for the 3rd March 2004 meeting were accepted as a true and correct record. (Rik/Georgina).

3. Website Developments

Website Statistics

Stephen tabled a paper outlining trends since the last meeting. Key points to note are:

  • The visit count increased dramatically between April and July, possibly due to search engine protocol changes.
  • Bad Requests are up.  These will investigated but may also be due to the search engine protocol changes.
  • There has been an increase in files downloaded.  In June this was due to the release of the draft “Digital Strategy” being made available.
  • The number of subscriptions to the Panui had increased.
  • Highest number of NZ referrals comes from Te Kete Ipurangi (TKI).  Stephen tasked to find out what the link is on their site that is generating this.

“How-to Guides” progress report

Stephen tabled a paper outlining the progress of the guides.  There was a suggestion of getting one person involved part time to upload content and liase with specialists.  This would help increase the volume of material uploaded, reduce problems encountered due lack of familiarity with writing for the web and using the content management system, and improve consistency in style.  The group agreed to this.  Quality checks on content would still need to be performed by key reference people in the sector.

Webguide

An update was given on progress.  The content has now been posted on the website.  The content needs to be finalised then this will be launched.  This process will involve user testing. 

Community Sector Taskforce

There has been limited progress engaging the Taskforce in working together. It seems that mixed messages are circulating about the role CommunityNet Aotearoa could play to support strengthening of the community sector.

Georgina participated in the Community Sector Taskforce’s May hui in Hamilton. She said while the Maori caucus quickly reached a firm view on its preferred direction, there was not unanimity within the Tauiwi caucus. Decisions on an organisation to build community sector capacity are due to be made by the end of November. Amongst Maori caucus decisions was a firm request that people not reinvent the wheel developing new information and networking initiatives, and the sector should build on existing initiatives, including CommunityNet Aotearoa.

It was agreed that Georgina approach the Taskforce transition group seeking to continue dialogue. The message should indicate that CommunityNet Aotearoa is willing to work with the Taskforce and would like feedback on how this can happen. Background information about previous communication with the Taskforce, what CommunityNet has to offer in terms of support and partnership, and a request for written response should be included. To ensure transparency this email will be copied to both the Advisory Group and all participants at the May hui.

The Advisory Group noted its concern at the lack of current information about Taskforce activities on the website. A request that the Taskforce pages are updated is also to be made.

Customer Satisfaction Survey

An online survey will be produced to seek feedback on the CommunityNet Aotearoa website.  The group will review this before it is posted.  The survey will include questions about the Panui, and make it easy for people to find out how to subscribe.

Actions

  • Table a recommendation to management around the need for an Editor
  • Georgina to communicate with Community Sector Taskforce
  • Draft survey to be distributed to the group

4. Long Term priorities for 2004/05

Cyrus Nielsen, Acting Manager for the Community Information and Development Service Team, attended the meeting to discuss the future direction of CommunityNet Aotearoa, it’s long term plan, the review of the departmental structures and the recruitment of a replacement for Stephen Blyth.

CDG Update

CDG now fits within the Local Government and Community Branch (LGCB) of DIA.  This has been split into two parts: Operations and Policy.  The website project manager role sits in the Operation team.  Although Cyrus’s secondment ends in three months, he intends ensuring certainty of the staffing and budget for the website.

The  LGCB is under budget pressure across all its activities. However, the Branch is still committed to the website and is seeking feedback from the Advisory Group on priorities for funding.  Staffing resource and dedication to the website is a key priority.

Change of staff member

Stephen Blyth has resigned from the Department and is due to finish at the end of August. The Advisory Group acknowledged his contribution to CommunityNet Aotearoa during his time with the Department and members will be sad to see him leave. 

Options for replacing Stephen are being investigated. Cyrus indicated a short term measure is required because of the transition period while the new branch structures are put into place. Appointing a part-time project manager was one option.

The Group was concerned that a part-time staff member is insufficient. At least full-time staffing was required.  They felt that it is ideal having one technical person and one steering the direction and leadership of the website, with experience in community development.  They also noted that bilingual experience would be valuable.

Draft Budget

Stephen tabled the draft operating budget for the website. Priorities are:

  • Communications/marketing
  • Technical maintenance/development
  • How to guides
  • Usability/content/accessibility and
  • Governance/leadership.

In light of the changes in staffing and budget constraints, priorities in the Long-term Plan were reviewed. Revised priorities were agreed and these are set-out in the attached document.

Riki raised the issue of whether all Long Term Council Community Plans (LTCCP) provided an opportunity for all government community information to be placed on a central website.  The advisory group has the option of recommending that the Department investigate this possibility.

Actions

  • CommunityNet Aotearoa Advisory group to be involved in recruitment for website project manager role.

5. Advisory Group Governance Structure Evaluation

Karen Duke, who was the researcher for the advisory group review, presented an overview of the report. 

Karen outlined the process and methodology she had used for the evaluation.  Key points were:

  • Appointment process for new members required
  • Size and composition requires consideration
  • Transition period where half the members remain for one more term to ensure continuity suggested
  • Role of the chairperson and suggestion of a roving chair were raised
  • Options for terms of members were outlined
  • Question of whether DIA and Te Atamira representatives need to be rotated.

The group told Karen they were pleased with the way she conducted the interviews and the content of the evaluation.

Following discussion of the findings it was recommended that:

  • The number of community representatives be increased by one (to seven)
  • Vacancies be filled using an open and transparent selection process
  • The selection criteria used for the initial selection process be used again.
  • An effort be made to ensure that the Advisory Group is broadly ‘representative’ of community sector
  • The length of members’ terms is extended to three years
  • Members retire on a staggered basis with 2-3 members retiring each year
  • Advisory Group members be permitted to stand for more than one term. If a member does want to stand for a second term, they must be re-nominated.
  • Advisory Group members run the selection process and recommend new appointments to the Director of LGCB operations
  • The number of meetings be increased to four per annum, with provision for an ad-hoc meeting
  • Meeting facilitation be rotated amongst members
  • Members who are available for an extension to their term be invited to continue without needing to go through re-selection.

These recommendations are to written up for CDG management.

6. Draft Communications Plan

Stephen tabled a paper outlining the draft plan.  This included input from CDG’s Communications Advisor.

The plan was deemed suitable and adequate with Stephen to action some minor changes.

The Advisory Group made the following suggestions/ recommendations:

  • All alternative URLs suggested be purchased immediately. The www.communitynet.co.nz domain should also be purchased.
  • All promotional material be “ageless” if possible. Branded pens was another suggestion for promotional materials.

7. Digital strategy update

Jesse Tauti from CDG Community Policy gave a brief update on the digital strategy.  Currently all 12 government agencies are involved.  These are MED, DOL, DIA, TPK, MPIA, DPMC, SSC, LGNZ and National Libraries.  There are 3 sections to the strategy – business, government and community. 

The emphasis is on getting ICT right first time in Government agencies.  There are 31 countries in OECD and we are 27th for GDP.  If we don’t build our internal capacity we will not grow in this area.  ICT is a tool for improvement and we need to maximise our use.  Common themes are affordable access, accessibility, platforms, regional and case ICT initiative, broadband, the unbundling of the local loop and access to Internet 1 vs. Internet 2 and Probe I and II.

One of the biggest issues in the draft strategy was lack of acknowledgement of Maori and Treaty issues, which was heard throughout the country during community consultations.    Submissions close 16 August. 

The difficulty is that one size does not fit all and one agency cannot deliver all.  DIA is submitting 2 bids.  One is for development of CommunityNet Aotearoa and one for internal capacity. This is a competitive process.  The funding is a one off via the Growth and Innovation Framework Funds.  There are 3 phases – discussion between government agencies, consultation and implementation.  The decisions will be made by consensus with agreement by Cabinet and Treasury. 

The awareness of CommunityNet Aotearoa at other government agencies seems to be high.   CommunityNet Aotearoa is mentioned in the strategy.  If successful, funding is expected by February 2005.  The roving team would be involved in building capacity in the CDG and CEG offices going out and training communities.
 
Feedback from a CommunityNet Advisory Group member indicated that in terms of the digital divide there is a concern that funding is not available for digital upgrading or repairs.  This needs to be integrated in terms of general contracting with a percentage set aside for ICT.  A cross-government approach is required to ensure that this approach is implemented successfully.  Broadband is only being implemented in the wealthier areas and this also need to be addressed.   

There is a push for a contestable funding for community groups.  There is also a section around training, including training for the community and voluntary sector. 

8. Meeting Schedule

The group’s preferred meeting dates are in November, February, May and August. 

The next meeting dates were set at Tuesday 16th November, Tuesday 8th February and Tuesday 10th May.

Meeting closed at 4:00pm by Rik with prayer.